How Venues Can Benefit from an Ounce of Prevention

Recently I went to a movie and noticed the theatre is under construction. They are upgrading the facility to include lounge seating. Guests will be able to treat themselves to a full menu of appetizers, entrees, desserts and adult beverages in addition to standard concessions. Sounds great right? Unfortunately, their lack of preventive maintenance over the past few years has allowed the venue to fall into disrepair. The carpet is worn and soiled, the restroom is dirty, broken and out dated. There is another well-maintained theatre not far away and I would rather go there to catch the latest release.

What is Preventive Maintenance (PM)?

According to Manager’s Guide to Preventive Building Maintenance it is “a scheduled program of regular inspections, adjustments, lubrication, or replacement of worn or failing parts in order to maintain an asset’s function and efficiency.” PM reduces the potential for equipment failure, which therefore reduces unexpected service interruption and the subsequent lost revenue.

As a venue, preventive maintenance such as changing out light bulbs, shampooing carpets, HVAC maintenance and painting can all be part of your PM plan.

Preventive maintenance:

  • Extends equipment life
  • Reduces costs
  • Improves energy savings
  • Increases customer satisfaction

Showing ROI is an effective way to get management approval of your PM plan. ROI of the PM activity is shown by comparing the cost of extending equipment life to the cost of equipment replacement.

How do you follow a preventive maintenance plan within a busy events calendar?

When preventive maintenance is neglected, equipment life shortens, energy is wasted, and the venue’s appearance reflects the lack of care. Maintenance on spaces can be scheduled just like an event through your booking software. Mechanical equipment should be inspected and maintained according to the manufacturer’s instructions to keep from voiding warrantees. Safety equipment may need to be inspected monthly. Structural inspections may be done biannually. The frequency of these should be part of your preventive maintenance plan.

Input from your staff and clients should also be monitored and added to the maintenance schedule. If the lights aren’t working in the restroom, it requires immediate attention to avoid adding work for busy employees on event day and bad word of mouth from unimpressed or dissatisfied customers.

Tips for implementing a preventive management plan:

  • Start with a thorough inventory of systems and equipment to check and maintain. Keep information on the condition, age, components of the systems/equipment. Not every piece of equipment/system can be on the plan, so determine which are the most critical or most expensive or are difficult to replace and put those on the plan.
  • Determine inspection frequency. Keep in mind the intended occupants, manufacturer warrantees, the climatic conditions and specific needs of the venue.
  • Software such as Ungerboeck can assist you in streamlining the Preventive Maintenance programs. Software allows you to book spaces for maintenance, keep inventory; create work orders for jobs and much more.
  • Be flexible to accommodate events.

Got tips on how to implement a preventive maintenance plan? I’d love to hear them. Contact me via email: This email address is being protected from spambots. You need JavaScript enabled to view it.

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